Collections privacy notice

Explanation of the purpose

We process personal data held in our collections, including data held in electronic format.

We collect, preserve and provide access to published and unpublished works in print, non-print and media formats, including books, journals, archives, films, websites, and audio recordings.

We undertake activities to maintain and preserve the collections and to promote and aid access. For example, we may undertake restorative work and we may digitise or format shift materials.

We enable access to and use of collection materials by employees, volunteers, and members of the general public, including through reading and consultation rooms, exhibitions, online and digital displays, and loans and external exhibits.

Our collections are used for a variety of purposes including research, private study, commercial and business research, leisure, and education. We make digital or digitised works accessible through onsite systems and through networks, for example online.

For information on how we may use personal data when we list and describe our collections see our Catalogue records privacy notice.

Legal basis

The processing of this data is necessary for the performance of a task carried out in the public interest or for our official functions.

Types of personal information

We process a wide range of personal data for this purpose. We process all types of personal data that are included within items in our collections.

Source of personal information

We may obtain data for this purpose directly from you or from third parties.

To the extent that we process personal data obtained from third parties for this purpose we collect data from publicly available sources as well as sources that are not publicly available. For example, we may process personal data held in archival collections that we obtain through private donation or sale.

Recipients of the data

This data will be processed by the National Library of Scotland for this purpose and certain data may be sent to third parties (see 'Will the data be transferred to third parties?').

Retention period

We normally retain collection items permanently. In exceptional circumstances, for example for the purposes of restitution of cultural property, we may dispose of items from the collections as required.

Your rights in relation to this data

Your core rights as a data subject apply to this processing. Additionally, the right of objection applies to processing carried out for the performance of tasks carried out in the public interest or for our official functions.

Will the data be transferred to third parties?

Data is transferred or made available to third parties for this purpose.

In particular, data may be made available to third parties when our collections are accessed. This may include access in reading rooms, online, or through exhibitions. Data may also be accessed when collection items are used for research, study, or related purposes.

Data may be transferred to third party providers, for example when we undertake conservation, dissemination, or digitisation activities with third party support.

Data may be transferred to third party partners and collaborators, for example when collections are included in projects and engagement activities. Data obtained from third parties may also be made available to the supplying party.

Will the data be transferred outside the UK or the European Economic Area (EEA)?

No.

Is it obligatory to supply this data and what are the consequences of not supplying the data?

It may be obligatory to supply data for this purpose if data are included within a publication that the Library has a legal right to claim, for example under the Legal Deposit Libraries Act 2003 or the Legal Deposit Libraries (Non-Print Works) Regulations 2013.

For information on how we may use personal data to fulfil our legal deposit activities see the Legal deposit privacy notice.

Will the data be used in automated decision-making?

No.